Import Mailbox Data to SmarterMail from Third-party Mail Servers

This article applies to recent versions of SmarterMail. View articles for SmarterMail 15.x and earlier.

Individual users can use the mailbox migration tool within the webmail interface to import existing email and collaboration data from most third-party mail servers, such as MailEnable or Merak, as well as mail services like Gmail and Office365. NOTE: When migrating from services such as Gmail, it may be necessary to modify the Gmail mailbox to allow "less secure app access" so that SmarterMail can connect to the mailbox and being the migration process.

Follow these steps to use the mailbox migration tool:

  1. Log into SmarterMail as a user.
  2. Click the Settings icon.
  3. In the Settings menu, click on Connectivity. The Connectivity page allows you to add cloud file storage providers that you can use to link files from in your messages, you can add SMTP accounts, you can view your connected devices...AND you can migrate messages from third party services or other mail servers into your SmarterMail Account. 
  4. Since we're migrating data, on the Mailbox Migration card, click the Migrate button.
  5. The Mailbox Migration modal appears. Here, you will select which service, or mail server, you want to migrate data from. Find your appropriate starting point and click on its icon. 
  6. The information required will vary based on the service or server you're migrating from. For example, when migrating from Gmail, you'll simply need your email address and password. However, if migrating from another email server, such as MailEnable, you'll need more detailed information such as your server address, port number, etc. 
  7. Once you've filled out the necessary information, the mailbox migration will start. You can track its progress as the data is imported. So now, it's a waiting game. The total time necessary to migrate your data depends on how much data there is, your internet connection and other factors.

NOTE: The mailbox migration tool will only transfer email, contacts, calendars, tasks, and notes (if supported) from a single third-party mailbox to your SmarterMail mailbox. System administrators can use mail server conversion tools to migrate multiple mailboxes or entire domains from mail server applications like MailEnable, Merak, MailMax, or Imail quickly and easily. System administrators can also use Web services to run migrations for multiple accounts.

SmarterMail is typically able to keep date and time stamps when importing from other email server as long as they follow the standard time and date format in the email header. In addition, it may be necessary to make changes to your account, especially if you're importing data from services like Gmail, Office365 or Yahoo! to allow for mis-named "insecure applications". So, be sure to make any necessary security changes to your account BEFORE you start the migration process. 


Learn more about SmarterMail's enterprise email features and benefits.


If I have a user already in SmarterMail (like and I use this tool to import Fred's mail, cal, and contacts from an Exch 2007 Sp1 or later platform, will it Merge the data or Overwrite Fred's existing account in SmarterMail?
William Lolli (8/25/2016 at 7:51 AM)
Hello William. When you perform a mailbox migration on an account in SmarterMail, the third-party data will be imported separately from what's already in the SmarterMail account. It will merge, so to speak, in that both data will be available in the mailbox; however, the imported third-party data will not overwrite any data currently there.
Andrea Rogers (8/25/2016 at 10:17 AM)